Administrative Associate

The posting is intended to describe the general content and requirements of this position and is not intended to be an exhaustive statement of duties.

Position Summary

Under minimal supervision, this position provides comprehensive administrative and business support for a department, division, or unit. The Administrative Associate is responsible for coordinating administrative operations, supporting budget and personnel processes, maintaining records and databases, and facilitating communication across internal and external stakeholders. This role requires a higher level of independent judgment, initiative, and organizational coordination, including oversight of programmatic activities, special projects, and office operations. The position serves as a key resource to leadership and may provide guidance or oversight to clerical staff while ensuring efficient and compliant administrative processes.

Key Responsibilities

• Coordinate department-wide activities, leadership meetings, and special initiatives

• Draft, edit, and format professional correspondence, reports, presentations, and briefing materials suitable for senior leadership and external stakeholders

• Support monthly utility billing processing activity

• Support onboarding activities, training logistics, and special projects assigned by leadership

• Proficient with the Microsoft Office Suite, Microsoft Office, and Excel.

• Serve as an administrative point of contact for vendors, utility providers, contractors, and internal campus partners

Perform other duties as assigned.

Qualifications

• Bachelor's degree in a related field and one (1) year of related experience required or an equivalent combination of relevant education and/or experience.

Certifications

• None required.

The driving record should meet University underwriting guidelines to drive vehicles in performance of university business. Current underwriting guidelines include possession a valid driver's license, issued in the United States; at least 21 years of age; at least three years of driving experience; maintain an acceptable Motor Vehicle Record (MVR).

Knowledge, Skills, and Abilities

• Manage calendars, schedule meetings and coordinate appointments.
• Prepare meeting materials, take minutes and follow up on action items.
• Makes travel arrangements and reservations.
• Answer and route phone calls and emails professionally.
• Distribute mail and manage incoming/outgoing correspondence.
• Process purchase orders, invoices and reconciliations.
• Coordinate equipment orders, deliveries, asset tagging and surplus.
• Reads, prioritizes and routes incoming mail.
• Orders supplies, maintains databases and reports.

· Assists with special projects. Drafts and types most correspondence.

· Ability to exercise discretion and judgment when handling sensitive or confidential matters.

· Ability to coordinate work across multiple priorities and competing deadlines.

· Experience supporting leadership‑level meetings, briefings, or initiatives.

· Ability to interpret policies, procedures, and guidelines and apply them appropriately.

Physical Requirements

· Ability to sit or stand for extended periods

· Occasional lifting of office supplies or documents (up to 25 lbs.)

· Use of standard office equipment and computers.

Compensation and Benefits

• Starting Pay Range: $18.35 – $29.80 per hour (commensurate with experience and qualifications).

• This position is eligible for OT pay. 0–10 Hours OT.

• Benefits include Multiple Health Care Plan options, Dental, Vision, Pre-tax Flexible Spending Account, Health Savings Account, Participate in the RSA Pension plan, 403(b) and 457(b) Retirement savings plans, Accident Insurance, Identity Theft Protection, Pet Benefits, Life/AD&D & Disability Insurance, UAB Employee Wellness, Employee Assistance and Counseling, Vacation, Sick Leave, 9 Paid Holidays/Year, 3 Personal Holidays Year, Educational Assistance for Employees and Families

Work Schedule

· Standard Hours: Monday–Friday, 7:00 AM – 4:00 PM

· Must be able to work a flexible work schedule, including on call, as required to support 24/7 operations.

For full consideration, please apply, resume and cover letter by the posted deadline. The submitted documents should highlight qualifications and experience relevant to the position as described in the posting. Incomplete applications will not be considered.

For more information about UAB Facilities, please visit: http://www.uab.edu/facilities/.

UAB is an Equal Employment/Equal Educational Opportunity Institution dedicated to providing equal opportunities and equal access to all individuals regardless of race, color, religion, ethnic or national origin, sex (including pregnancy), genetic information, age, disability, and veteran's status. As required by Title IX, UAB prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to UAB's Assistant Vice President and Senior Title IX Coordinator. The Title IX notice of nondiscrimination is located at uab.edu/titleix.